Retreats and "Working Sessions"are Open Meetings

Public bodies occasionally schedule retreats or "working sessions" separate from regularly-scheduled
meetings in order to discuss policy issues or examine new ideas. These events can help a public body to
focus its mission. But retreats and working sessions are covered by Iowa's Open Meetings Lawand cannot
be held in private unless grounds exist to close the session.

Here are some legal guidelines for holding retreats or working sessions (Iowa Code Ch. 21):

Discussions of policy issues -- even when no votes are taken -- are covered by the Open Meetings
Law. A key purpose of Iowa's Open Meetings Law is to open the deliberative process to the public as well
as votes. A meeting is covered if a quorum of the public body deliberates on matters within the scope of the
body's policy-making duties.

Retreats and working sessions should be held at a location accessible to the public. All meetings,
including retreats and working sessions, must be held at a place reasonably accessible to the public. The
public body may select a more casual location than is generally used for regularly-scheduled meetings, as
long as the public has reasonable access.

Agenda materials should be provided to members of the public, unless confidential. Copies of agenda
materials should be provided to members of the public upon request -- just like agenda materials for any
regularly-scheduled meeting. Documents may be withheld only if confidential under a specific provision of
law.

Agendas may include a social break, such as lunch or dinner, in connection with retreats or working
sessions. As long as the social break is truly just social and not a continuation of deliberation on policy
matters, the social break is not part of the meeting subject to the Open Meetings Law.

Officials and citizens alike should be familiar with the rules for holding retreats or working sessions to
assure public access to the policy deliberations that often are the heart and soul of sound government.

Citizens who have inquiries or complaints may call the Iowa Citizens' Aide/Ombudsman Office - toll-free at 888-IA-OMBUD (888-426-6283.)

"Sunshine Advisory" bulletins are designed to give information on Iowa's public records and open meetings laws
- our "Sunshine Laws." Local officials should obtain legal advice from their counsel, such as the city or county
attorney